SBH Fashion is hiring: Executive Assistant in New York

Luxury Women's fashion brand is hiring an Executive Assistant to the Creative Director and Founder. This is an opportunity to work alongside a highly successful creative/entrepreneur. Seeking an experienced Executive Assistant to be a critical cross-functional liaison with a passion to create harmony between both personal and professional life. A positive attitude, professional manner and understanding that you will be representing both the Executive/Founder and her brand at all times is of the utmost importance. With an ever-expanding customer base and brand visibility, this is a great opportunity to join the rapidly growing team!

Overview

• In office 5 days/week Manhattan
• Reports into Founder/Creative Director
• Requires excellent presentation and communication skills and gravitas
• Day to day Executive Admin support - calendar management, liaising on behalf of Executive, meeting notes, overlap with PA responsibilities, etc.
• Will work closely with PA, and travel agent
• No travel required

General

• Manage and align master office schedule and Founder's day to day
• Full-time liaise between internal staff and external vendors in addition to personal contacts
• Present organized information to Founder while keeping all communication channels flowing to deliver timely responses and approvals on behalf of team members
• Provide feedback and insight for all ongoing projects related to creative and logistics resulting in streamlined communication for Founder and relevant teams
• Sit in on high level executive, directors, and both internal/external meetings to take minutes and any necessary follow up
• Manage Founder's Personal Assistant and work seamlessly in tandem to accomplish all of the Founder's requests
• Delegating tasks depending on executive assistant vs. personal assistant responsibilities for requests made by the Founder will be your responsibility to ensure all tasks are complete in a timely manner
• Assist in booking travel for the family as well as personal and business trips for Founder
• Offer unwavering flexibility and prioritization to suit the needs of the business and Founder while strengthening new and longstanding relationships
• Represent yourself as a direct reflection of the Brand
• Trust, loyalty, confidentiality and a positive attitude are non-negotiable

Day to day

• Prepare Founder in advance of interviews and meetings
• Request agenda day in advance + week ahead
• Provide background information for anybody she is meeting
• Share image, location and contact information for any outside meetings
• Ensure you are in direct contact with whomever the Founder is meeting on site to give live updates
• Provide daily schedule to driver based on Founder's calendar as well as week ahead and Sunday night schedule for any last minute changes
• Prepare in house meetings with beverages and any necessary materials in place before guests arrive
• Offer next day at-a-glance schedule for Founder to review each night before she leaves — communicate with PA to make sure all family schedules are aligned
• Offer week ahead schedule on Thursday for review on Friday mornings at weekly family TB
• Send Friday email with overview of the next week’s schedule calling out any kids' doctor appointments, school events, travel, dinner reservations etc. based on Friday morning TB
• Review and approve invoices and payments when necessary
• Expense management submit weekly receipts to accounting. You are responsible for every charge on your company credit card.
• Personal coffee/lunch orders and returns
• Manage Founder’s personal email flagging anything that requires a response and push anything that needs immediate attention
• General communication flow between office staff members and Founder's personal contacts and happenings
• Onsite and taking notes/documenting if invited to join meetings or events

Founder

• Available to reply in a timely manner to any and all requests made
• Greet Founder each morning at the office or at her house, depending on daily preference
• Leave the office after Founder and make sure her office is tidy and prepared for the next day
• Book personal appointments and social calendar in private so that colleagues are not privy to personal obligations | work with PA to align on calendaring

Office

• Maintain a positive and welcoming attitude towards every staff member
• Help upkeep with office cleanliness and organization
• Holiday and corporate gifting and event planning
• Arrange catering for office functions alongside office manager

Travel

• Work directly with travel agent to plan international travel and longer family trips with more complex bookings
• Schedule calls and itinerary reviews
• Book independent travel for Founder's business trips and provide working itinerary well in advance
• While Founder is traveling be available on alternate time zone hours depending on schedule
• Create travel guides and maintain any additions to City Guides